Administration Assistant

Full Time 37.5 Hours per week (Sponsorship NOT available for this role)

You will be ensuring the effective runningof multiple services, as well as picking up general office duties. You will be a team player contributing tothe overall high performance of the Westcliffe Health Innovations Administration team.

At Westcliffe Health Innovations, we value teamwork,professionalism, and a commitment to patient care. If you're ready to take on a role in a dynamic healthcare environment, we would love to hear from you!

Please refer to the attached job description and person specification.

Main duties of the job We are looking for an enthusiastic, committed, andexperienced administrator who is an excellent communicator, organised and ableto work well under pressure. You will be responsible for providing effectiveand efficient clerical and administrative support to the outpatient admin team.

You will be responsible for managing and prioritising yourown workload and will be required to use your own initiative.

You should have proven administration skills in a healthcaresetting, have the ability to be organised and possess a recognised educationalstandard in English and Maths and/or equivalent demonstrable skills i.e. goodcommand and understanding of English language/literature and numerical skills.

Experience of general office procedures is essential as wellas excellent keyboard and data inputting skills as well as an understanding ofthe importance of maintaining confidentiality.

About us Westcliffe Health Innovations was established in 2014 basedat Eccleshill Treatment Centre to deliver Consultant led high quality EndoscopyServices to NHS patients in Bradford and Leeds.

Now in 2026, Westcliffe provides a range of services to thewhole of Yorkshire and surrounding areas which includes Gastroenterology,Endoscopy, Plastic Surgery, Cardiology, ENT, Gynaecology, Urology andDermatology and private services.

At Westcliffe Health Innovations we will work together tomaintain a culture that develops and supports you and your team.

We strive to help our staff create a healthy work-lifebalance, to promote this we provide all staff with an extra birthday day and wellbeing day (available on satisfactory completion of the probationary period)

If you're starting out in the NHS, you will start with 27days paid annual leave (plus bank holidays), rising to 33 days plus bankholidays, if you have previous experience in the NHS we honour the continuousservice.

Other benefits include a generous bonus scheme, private healthcare insurance, access to an Employee Assistant Programme, company funded events, salary sacrifice schemes, cycle to work scheme and access to the NHS pension.

Job responsibilities PLEASE REFER TO THE ATTACHED SUPPORTING DOCUMENT THAT IS THE FULL JOB DESCRIPTION

Produce accurate and professional letters for theservice, including ensuring allactions as stated in the clinical letter are completed as relevant. This may involve arranging a follow-upappointment, referring on to another provider or in-house for an investigationor simply informing the referring GP the patient has been discharged.

Effectively and timely manage the typing generated bythe specialist clinics and ensure all typing is managed within IG guidance andpolicy.

To book patients into the appropriate clinics via telephone and letter.

Ensure all appropriate documentation is completed forthe discharge process and that notes are scanned onto the Patient InformationSystem (S1), following discharge

Liaise closely with clinical staff regarding patientletters, to ensure effectiveness of the service, including histology dictationand matching of reports to patient files

Answering telephone calls and taking messages forclinical and management staff and ensuring forwarding in a timely manner.

To workas part of a team of staff who respond in a timely and accurate manner topatient notes and queries on the clinical system.

As partof a team you are jointly responsible for the ongoing development andmaintenance of safe patient administration management systems by ensuringtimely and accurate input of information on the clinical system, followingtemplates and protocols where required

You areresponsible for ensuring patients receive timely and clear instruction withregard their appointment date and time including direction to the centres andany patient information leaflets as relevant

As partof a team you are also responsible for operating appointments via the chooseand book system, making appointments at the time of the phone call whenever possible

Toprovide general office duties such as filing, post distribution andphotocopying as relevant to your clinic areas and as part of a team of staffproviding a general admin function

Toprovide cover during staff absences and othertimes of pressure on colleagues workload and handover effectively tocolleagues before your planned absences ie annual leave

Toanswer the telephone as part of a team of staff, picking up general enquiriesin relation to various service areas

Ensurepatients are registered on SystemOne and case loading into service

Toefficiently deal with tasks

Registering and booking patients: patientcontact, telephone queries, face to face queries.

You are responsible for chasing results andlinking to patient notes.

Ensure reports are scanned onto patientrecords.

Responsibility for operating appointments via Chooseand Book for patients in an efficient and expedient manner

Responsible for all secretarial aspects of the relevantservices including typing clinics, onward referrals and creating templates fornew letters.

Form time to time manage the clinician rotas with direct contactwith the team. As well as putting the rota onthe system and making amendments and alteration as required. Ensuring all lists are covered and dealingwith cancellations and changes to the rota, seeking cover followingcancellation by clinicians.

Teamwork Work as an effectiveand responsible team member, supporting other members of clinical andnon-clinical staff in a flexible and approachable manner

To workas part of a team of staff who respond in a timely and accurate manner topatient notes and queries on the clinical system

As partof a team you are jointly responsible for the ongoing development andmaintenance of safe patient administration management systems by ensuringtimely and accurate input of information on the clinical system, followingtemplates and protocols where required

Toanswer the telephone as part of a team of staff, picking up general enquiriesin relation to various service areas

To provide general office dutiessuchas filing, post distribution and photocopying as relevant to your clinic areasand as part of a team of staff providing a general admin function

Participate in teamactivities that create opportunities to improve patient care

Ensure clear understanding and utilisation of servicesand referral mechanisms and policies to meet patient need.

To ensure all patient confidentiality is maintained.

Toremain at all times patient focused, adopting a customer services approach to healthcare

To observe and ensure Health and Safety requirements areupheld, and act accordingly by reporting accidents/near misses - to staff orpatients in the Department - to the line manager

General Tochallenge in a constructive way and actively seek new ways of working,constantly looking for improved processes and procedures across whole systems

Toreduce waste in all forms including ensuring best use of staff time and skillmix as well as the use of consumables/materials/equipment and other resourcessuch as ensuring clinics run to full capacity and systems are streamlined formaximum efficiency and effectiveness

To bean advocate of Westcliffe Health organisations portraying a professional andcorporate image at all times

Toactively take part in relevant training and education sessions

Someduties may change in line with the needs of the service, and you will berequired to provide cover for colleagues during absences. All duties required will stay withinreasonable scope to those outlined above and will be discussed with you asrelevant at the time.

Person Specification Qualifications

• GCSE grade C + in English and Maths or equivalent

Experience

• High experience in customer service telephone and face to face
• Experience of working in the NHS or a patient focused environment
• An understanding, acceptance and adherence to the need for strict confidentiality
• Clerical/administrative experience in a similar environment
• Competent with use of IT
• Ability to work with others to improve the service putting patient care first
• Able to work on own initiative and prioritise workload
• Excellent interpersonal skills, good listening skills and relationship building skills
• Ability to work to scheduled timelines
• Able to work under pressure
• Evidence of willingness to learn and develop
• Values diversity and difference, treats people with equal respect
• Adaptable, innovative and forward thinking
• Enthusiastic, with energy and drive
• Highly motivated
• Empathetic, honest, caring and considerate
• Professional and smart appearance
• Working knowledge of Microsoft applications
• Competent in the use of SystemOne
• Ability to work with various IT devices
• Knowledge of medical terminology
. click apply for full job details